Resignation Letter Template
All states | 6 types
A resignation letter for work is a fundamental requirement for employees preparing to depart from their current job role. Through this template description, you'll gain a comprehensive understanding of a resignation letter for work, including its structure and key elements.
A resignation letter example is a structured document that sets out the terms of your resignation, providing a professional notification to your employer about your intention to leave. It serves as an initial model for employees, enabling them to form a dignified and respectful exit strategy that caters to their circumstances. An editable and easy resignation letter template is available on our platform in PDF format, which can be downloaded and tailored to your situation.
When to Use a Resignation Letter
Using a resignation letter or a resignation letter template comes into play under various circumstances. The most prominent situations arise when you have decided to leave your current employment. The formality this document offers gives you the means to tender your resignation professionally and cordially.
The standard practice is to use a resignation letter:
- If you've accepted an offer from a different company;
- When you are retiring;
- If you're moving to a different location;
- When switching careers or industries;
- If you want a break or sabbatical;
- When dealing with personal circumstances such as health issues or family commitments;
- When leaving for any other valid reason like going back to school or staying home with children.
Types of Resignation Letters
There are numerous categories of resignation letters, characterized by their unique nature and usage in distinct situations:
Standard Resignation Letter: This is a quintessential resignation letter that distinctly expresses your intention to terminate your employment, inclusive of your final working day.
Formal Resignation Letter: Closely associated with the standard letter in its formality, this version is typically more comprehensive and usually encapsulates expressions of appreciation for the opportunities furnished by the employer.
Resignation Letter with Reason: This variant highlights the rationale for your departure, which could encompass a spectrum of considerations such as personal reasons, a new occupational opportunity, career progression, or geographic relocation.
Short Notice Resignation Letter: This class of resignation letter is utilized when exigent circumstances necessitate an accelerated exit from your employment position.
Retirement Resignation Letter: This type is implemented when formally stepping down from your profession due to retirement.
No Notice Resignation Letter: While not frequently utilized, this format is catered to instances when it's unfeasible to furnish a notice period due to emergency situations.
Resignation Letter due to Discontent or Disappointment: Should you decide to sever your employment ties primarily because of dissatisfaction or unresolved disputes within your working environment, this would be the suitable format to adopt.
Regardless of the specific scenario warranting the crafting of a resignation letter, it is crucial to maintain an aura of professionalism, commendably exemplify your intention to leave, and, where feasible, preserve a tone of positivity and respect toward the employer.
Parties of the Resignation Letter
Two main parties are involved when it comes to the resignation letter:
- Employee: These individuals are leaving their current position within the company. They draft and deliver the resignation letter to their employer.
- Employer: This party is the one to whom the resignation will directly impact. They can be a direct supervisor, the HR department, or the company head, depending on the office hierarchy.
Key Terms
- Notice Period: Duration between the resignation date and the last working day.
- Last Working Day: The final day an employee will work at the company.
- Reason for Resignation: Explanation of why the employee is leaving their job.
- Personal Details: Employee's contact information for further communication.
- Regret (optional): A statement showing regret for leaving, often used to maintain good relationships.
How To Write a Resignation Letter
When you are ready to draft your resignation letter, ensure it includes these critical components or use a resignation letter template:
1. Personal Information
In your resignation letter, start with your full name and contact information, including your address, email, and phone number. This information should align with what your employer has on record to prevent any confusion about your identity.
2. Employer's Information
State your boss's or HR manager's name and the company's address. By clearly identifying the parties involved, there will be no uncertainty about who the letter is meant for.
3. Resignation Declaration
In this essential section of any resignation letter sample, you should clearly state your intention to resign from your current role. Be sure to include the post you're vacating and the effective date of your resignation.
4. Reason for Resignation
Although not mandatory, you might consider providing a brief reason for your resignation using the letter of resignation template. Ensure this section remains constructive and professional to maintain a positive relationship with the company.
5. Notice Period
In this section, indicate the notice period you'll be serving according to contractual obligations, or if you've come to a different agreement with your employer, specify the terms.
You may work with different notice periods depending on your standing agreement or labor laws in your area. It might range from immediate resignation, a fortnight's notice, or a month or more. Drafting your notice can be made more accessible by utilizing a simple resignation letter sample as a guide.
6. Farewell and Assistance Offer
As a professional courtesy, it's often advisable to offer help during the transition period that follows your resignation. Whether it's training your replacement or tying up loose ends, your willingness to assist emphasizes your commitment to ensuring a smooth transition — details about this part you may find in the resignation letter template.
7. Closing Remarks
End your resignation letter, which can be compiled into a resignation letter PDF, on a gracious note, articulating your gratitude towards the company for the opportunities and experiences gleaned during your tenure. Make sure to maintain a positive tone — you never know when your professional paths may cross again.
8. Signature
Wrap up the letter with your signature. This will attest to the authenticity and formality of the letter. A letter of resignation template can streamline this process, helping you maintain a professional tone throughout your departure notice.